Privacy Policy
Last reviewed: July 2026
This Privacy Policy explains how Torgorm Cottage collects, uses and protects personal information when you use our website, make an enquiry, make a booking, stay at the property, or contact us.
We aim to handle your personal information clearly, carefully and responsibly.
Who we are
This website is operated by Torgorm Cottage.
For privacy questions or data protection complaints, please contact:
Email: torgormcottage@gmail.com
You may also contact us using the other contact details shown on this website.
For the purposes of data protection law, Torgorm Cottage is the data controller for the personal information we collect and use directly.
What personal information we collect
Depending on how you contact us or book with us, we may collect and use:
- Your name
- Your email address
- Your phone number
- Your postal address
- Your enquiry details
- Your booking dates
- Details about your stay
- Booking correspondence
- Payment status and payment method
- Information needed to manage your booking
- Website usage information, where analytics cookies are accepted
We do not collect or store card details ourselves.
How we collect personal information
We may collect personal information when you:
- Send an enquiry through the website
- Contact us by email or phone
- Make a booking through Freetobook
- Make a manual booking by email or phone
- Pay by BACS transfer
- Use our website and accept analytics cookies
How we use your personal information
We use personal information to:
- Respond to enquiries
- Provide information about Torgorm Cottage
- Manage bookings
- Communicate with guests before, during and after a stay
- Take or record payment information where needed
- Prepare the property for guests
- Keep appropriate booking and business records
- Understand how visitors use the website
- Keep the website secure and working properly
- Respond to privacy questions, complaints or legal requests
Our lawful bases for using personal information
We only use personal information where we have a lawful basis to do so.
These may include:
Contract
We use personal information where it is needed to respond to booking requests, manage bookings and provide accommodation.
Legitimate interests
We may use personal information where it is reasonably necessary for running the business, responding to enquiries, managing guest communication, keeping appropriate records, preparing the property, and improving the website.
Legal obligation
We may need to keep certain information for accounting, tax, legal, insurance or regulatory purposes.
Consent
Where required, we rely on consent for optional activities such as non-essential cookies or analytics cookies. You can manage cookie choices through the website cookie banner, where available.
Bookings through Freetobook
We use Freetobook as our main online booking system.
When you make a booking through Freetobook, your booking information is processed through that system so your booking can be managed. This may include your name, contact details, booking dates, guest details, booking correspondence and payment status.
Most payments are made through Stripe via Freetobook.
We do not collect or store card details ourselves.
In some cases, we may also take bookings manually by email or phone. Occasionally, guests may pay by BACS transfer.
Enquiries and email correspondence
When you contact us through the website enquiry form, your enquiry is sent to us by email.
We may keep enquiry emails in our email inbox so that we can respond to you, manage your enquiry, and keep a record of our communication.
Old enquiry emails from people who do not go on to book are reviewed and cleared approximately every two years.
Guest records and spreadsheets
We may keep a simple spreadsheet containing guest names, addresses and contact details. This is used to help manage guest records and bookings.
This spreadsheet is reviewed and cleared approximately every two years.
Some booking, payment or accounting records may need to be kept for longer where required for tax, accounting, legal, insurance or business record purposes.
Sharing guest information
We only share guest information where needed to manage your stay, operate the business, or meet legal obligations.
For example, we may share guest names with our housekeeper so the property can be prepared for your arrival.
We may also use trusted third-party service providers, including:
- Freetobook for online booking management
- Stripe for payment processing through Freetobook
- Website hosting and website support providers
- Google Analytics, where analytics cookies are accepted
- Professional advisers, such as accountants, where required
- Legal, regulatory or public authorities where required by law
We do not sell guest information.
Marketing
We do not currently send marketing emails or newsletters to past guests.
If this changes in future, we will update this Privacy Policy and make sure appropriate opt-in and unsubscribe processes are in place.
Guest reviews
We may display guest reviews or testimonials on the website where these have been provided through a booking or review platform, or where we have permission to use them.
We will avoid using unnecessary personal details in reviews.
Guest photos and videos
We do not currently use guest photos or videos for website or social media marketing.
If this changes in future, we will ask for appropriate permission before using identifiable guest images or videos.
CCTV
We do not currently use CCTV at Torgorm Cottage.
If this changes in future, we will update this Privacy Policy and provide appropriate signage and privacy information.
Guest Wi-Fi
Guest Wi-Fi is provided at the property.
We understand that the Wi-Fi/router setup does not collect guest personal details.
Cookies and analytics
Our website may use cookies and similar technologies.
Some cookies are necessary for the website to work properly. Others, such as analytics cookies, help us understand how visitors use the website.
We use Google Analytics to help understand website usage and improve the website. Analytics cookies should only be used where required consent has been given through the website cookie banner.
Please see our Cookie Policy for more information about cookies and how to manage your choices.
How long we keep personal information
We only keep personal information for as long as reasonably needed.
As a general guide:
- Enquiry emails from people who do not book are reviewed and cleared approximately every two years.
- Guest contact spreadsheets are reviewed and cleared approximately every two years.
- Booking, payment and accounting records may be kept for longer where needed for tax, accounting, legal, insurance or business purposes.
- Website analytics information is retained according to the settings used within the analytics platform.
When personal information is no longer needed, we will delete it or anonymise it where appropriate.
How we protect personal information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access or disclosure.
This includes using trusted service providers, limiting access to guest information where appropriate, and avoiding the collection or storage of card details ourselves.
Your data protection rights
Depending on the circumstances, you may have rights over your personal information, including the right to:
- Be informed about how your personal information is used
- Ask for a copy of personal information held about you
- Ask for inaccurate information to be corrected
- Ask for information to be deleted in certain circumstances
- Ask us to restrict how we use your information
- Object to certain uses of your information
- Withdraw consent where we rely on consent
- Complain about how your information has been handled
To make a request, please contact:
We may need to confirm your identity before responding to a request.
Privacy questions and complaints
If you have any questions or concerns about how your personal information is handled, please contact us at:
If you make a data protection complaint, we will acknowledge it within 30 days, look into the issue, keep you informed where appropriate, and provide an outcome without undue delay.
You also have the right to raise a concern with the Information Commissioner’s Office.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time if our website, booking process, business practices or legal requirements change.
The latest version will be published on this website.